Adhoc 50th Anniversary Packet 2007 03-19-07 o United City of 'Yorkville
800 Game Farm Road
E8r. o 1836 Yorkville, Illinois 60560
® ®,I �`� Telephone: 630-553 -4350
�P -""` ' �® Fax: 630-553 -7575
AGENDA
COMMUNITY AID-HOC 50"' ANNIVERSARY PLANNING COMMITTEE
Monday, March 19, 2007
7:00 P.M.
City Conference Room
I . Approval/Correction of Minutes: February 26, 2007
2 . Committee Updates
a. Founding Fathers Celebration
b, 50 Years of Volunteering
c. Music Under the Stars 50`h Celebration
d. July 4 — Float Committee
e. July 4 — Procession and Ice Cream Social
f. Sept. 2 — Time Capsule Ceremony
3 . 501h Anniversary Promotion Update
4. Additional Business
5 . Discussion of Meeting Dates
AGENDA DRAFT
COMMUNI'T'Y AD-FLOC 50`x' ANNIVERSARY PLANNING C
Monday, February 26, 2007
7:00 p.m.
City Conference Room
Present:
city Staff
Art Prochaska, Mayor Scott Sleezer, Public Works
Glory Spies. Community Relations Director
Others
.Jeff Grezlik Bobbi Burgstone
Cecelia Sanders Adalma Stevens
Tom Zerante Dave Mogle
Jeff Harker
1 . Minutes were reviewed and approved
2. Committee Updates
Mayor Prochaska reported on the vault/time capsule. It will be buried in front of the Beecher
Center by the Park District sign. It will be sealed after Hometown Days on Sunday at 2:00 p.m.
Glory reported that Stephanie Allen had called her and checked on-line about the kind of' paper to
use. She will bring report to a future meeting. Art stated that UPS will donate the envelopes, in
1000 increments so they don't pile up or get used. A large stamp will be ordered with the info to be
stamped on the envelope. He will also write up a note about what NOT to put in, and write a
disclaimer that this is not a safe deposit box for valuables or things to be passed on to future
members of a family, etc.
Schools can be contacted about writing what the school day today is like and what they believe the
future will be — of their family, Yorkville, school, etc. Photos of current homes, etc. Jeff would like
this info to pass on to the Character Counts group at the High School.
Glory has updated the website and all the events are listed there. She also mentioned that the
envelopes for the Time Capsule could be picked up at City Hall. Other spots suggested are Beecher
Center and the Library.
She also stated the invitations for the Founding Fathers event on April 9 were mailed and the
original resolution that was found has been framed. The street sign names will be checked and
signs ordered. She will work with Scott on this.
Tom reported on the Volunteer Recognition. It was decided by the committee for this event to
see what groups have been around for 50 years or longer and see about getting representatives
from these groups to the Volunteer Recognition. Groups that will be contacted include the
Yorkville Women's Club, Junior Women' s Club, Fire Department, Boy & Girl Scouts, 4-H,
Lions Club, American Legion.
Bobbi reported that she had contacted a business in Ottawa that does floats. The fee is about
$600 but they provide the decorated float (there is a choice for a base then it is
modified/decorated the way we would want it), and a driver is also provided the day of the
parade. They have 24 sample floats in their barn. It was felt that this would be a professional
way to do things, and cost about the same as purchasing all of the decorations ourselves.
Glory reported the Optimist Club will provide the help for the Ice Cream Social. She has talked
to Jason from Meadowvale, but it was felt that possibly also talking to Steve Steinwart might
be a good idea. We need to estimate how much we would need.
Art addressed the need to work on the plan to close Rt. 47 northbound for about a half hour and
to close all lanes for about 15 minutes. Scott will work with the Police and Fire Dept and
Public Works on this. IDOT will also need to be notified.
The Mayor will read a Proclamation at the March 27`h Council meeting proclaiming April 9 as
Founding Fathers Day. We still need to get some kind of refreshment and a plan needs to be put
into place to call those who have been invited but not yet responded.
3 & 4 It was decided not to actively seek sponsorships. Glory put a line item in for funding. However,
it is important to notify Glory of any donations that are received — in-kind and money. She will
talk to Kathy at the Record about putting an ad in prior to each e event listing all of the
events and the items donated to date (vault from Nelson Funeral Home, funding from the
Record for the Big Band, etc.) It is important that all those who contribute get recognition and
thanked.
5 There was also discussion about contacting other media outside of Yorkville, such as
the Tribune and tv stations. Glory has been working with a representative from the Tribune and
will see about what kind of coverage they can do. The Mayor will write a letter that can then be
sent to these media — in a official capacity.
It was suggested that possibly the Scouts could decorate the bridge. Jeff will check with the
Key Club and the TRY groups about helping. The theme would be red, white, and blue.
Neat meeting will be Monday, March 19, 2007, at 7:00 p.m. at City Conference Room.
Meeting adjourned at 7:50 pm.
Respectfully submitted
Cecelia Sanders